Finance, Administration and Human Resources Coordinator in Bibliotheques Sans Frontieres

Purpose of the position

Coordinator for finance, administration and human resources issues

reports directly to the country representative, works closely with the program coordinator, as well as with financial, logistical and personnel departments at the headquarters level. 

1. Administrative Coordination

• Assists the Country Representative and Program Coordinator in liaising with local authorities to ensure compliance with local regulations and protocols, including as an interpreter. 

• Serves as the primary point of contact for administrative issues and external stakeholders (excluding suppliers). 

• Ensures development and correction of official documents and agreements related to programs, administration, registration with Ukrainian authorities and donor procedures. 

2. Management of human resources

• Ensures compliance with labor legislation of Ukraine. 

• Ensures compliance with BSF personnel policy and contributes to its continuous improvement. 

• Centralizes data related to personnel management, oversees contract tracking and payroll, acts as liaison with external accountants in processing payroll services and ensuring accurate record keeping. 

• Provides legal monitoring of personnel related issues. 

• Controls the selection and adaptation of new employees. Recruits and manages consultants, new employees, and/or general service contractors (drivers, etc.) related to administrative, financial, or logistical matters as needed. 

• Considers issues raised by teams and ensures satisfactory working conditions. 

•  Calculates wages and pays rewards under civil law contracts. 

3. Financial and budgetary management

• Ensures compliance of budgets as internal pprocedures, as well as administrative and financial rules and regulations of donors. 

• Creates standard operating procedures consistent with headquarters practices and donor requirements. 

• Assists the country representative in determining the financial strategy to ensure the financial stability of the BSF in the region. In close coordination with the Program Coordinator and Country Representative, completes budget projections for programs, operations, and administrative costs. 

• Monitors budgets in a timely and accurate manner and prepares financial reports as needed for the headquarters finance department and donors or project partners. 

• Manages the bank account as well as cash payments. 

• Manages funds transfers and ensures funds/cash security in cooperation with country representative. 

• Controls cash and wire transfers from headquarters. 

• In coordination with the Country Representative and Program Coordinator, develops new project budgets as needed. 

• Prepares and supports audits in coordination with the headquarters administration and finance department. 

4. Compliance and Risk Management

• Ensures compliance of BSF Ukraine activities with local laws and regulations. 

• Reduces administrative, financial and logistical risks by ensuring that all operations and activities are conducted safely and securely, following the organization's risk management protocols and guidelines. 

• Reviews/updates internal controls, policies and procedures to mitigate potential risks. 

Qualification Requirements:

• Master's degree in a relevant field such as business administration, finance, human resource management or related industry 

• Minimum of 3 years of professional experience, of which at least 2 years in an administrative and financial position at the coordination level. 

• Previous experience working in an NGO will be an advantage. 

• Thoroughness, organization and reliability, ability to work independently and proactively. 

• Good stress management. 

• Interpersonal and communication skills. 

• Excellent writing and Excel skills. 

• Excellent knowledge of the Microsoft Office package. 

• Working command of the English language. 

• Fluency in the Ukrainian language.